laboratory exercise 10 – managing files and folders office productivity tools 2 laboratory...

Laboratory Exercise 10 – Managing Files and Folders

Office Productivity Tools 2

Laboratory Exercise # 10Managing Files and Folders

Objectives:At the end of the exercise, the students are expected to be able to:

v Manage their mailboxv Create a PST filev Manage foldersv Create rulesv Customize mail formatsv Manage their contacts

Materials:• 3 ½ floppy disk

Note: All exercises should be saved in your data disk and must be submitted to your instructor after everylaboratory session.

Basic Information:

Managing the MailboxSeveral folders are available when an account in Outlook is created; these are the default folders. Aside fromthese folders, the users still have the option of creating other folders where they can archive certain messages.In this manner, the mailbox won’t get filled, and all messages will be received. Though messages are read ornot, it can be transferred to the archive folders plus the fact that these folders are placed on the local drive.

Default FoldersThe default folders are:

• Deleted Items – folder where deleted messages are placed.• Drafts – folder wherein the messages that are not yet been sent are placed.• Inbox – default folder of all incoming messages.• Junk E-mail – all junk emails that you identified to be a junk mail.• Outbox – folder where messages are trapped when still sending the message and the font is in italic

style.• Sent Items – folder where messages stay when already sent.

The Favorites Folders pane also contains the default folders that somehow provide a quick access on it. Itcan be deleted to free some space if wished to.

Creating a PST fileA PST file refers to the personal folder that you can create which also refers to as an archive folder. Creatingan archive folder allows you to deal with the messages.

Creating a folder in the ArchiveThe archive folder that was created only has deleted items and search default folders. However, addingfolders will also help you organize your messages according to your preferences. Say, you want to create afolder which will only contain the messages from your family or friends or from someone.

Deleting a FolderFolders that can be deleted are the only folders created from Archive and not the default of the archive.Simply select the folder to be deleted, access the Edit menu and choose Delete command.

Moving a FolderHowever, folders created from an archive folder can also be moved to the default mailbox folders. To dothis, select the folder to be moved, access the Edit menu and click on the Move to Folder command. Fromthe Move folder dialog box, select the folder where the folder should be moved and click OK.



Moving a Message to a FolderJust like moving a folder, same steps will be followed. Most users move their personal messages to theirarchive folders to separate personal and business messages.

Setting a RuleSetting a rule allows you to set messages of a certain person or a certain subject to automatically be placed ina certain folder. This manner can also manage your messages.

Mail CustomizationMail customization lets you use stationeries as well as signatures. It also allows you to modify your messageformat, settings, and even your delivery options.

Modifying Message FormatsYou can use message formats with several options to choose from. You can even specify your outgoingmessages’ default appearance. Remember that appearance can always be modified according to yourpreferences.

Here are the formats to choose from: HTML format is used when sending messages in format used for Webpages. HTML email messages are displayed by mostly popular mail programs. Rich Text option is used whenthe recipient also uses Outlook. Plain Text option is mostly used when the recipient’s mail format is notknown. Texts in the outgoing messages cannot be formatted in this option but anyway can be read by therecipients.

Using Message StationeryWhen HTML is the chosen format, it gives you predesigned stationery that includes background, graphicalelements like bullets, pictures and horizontal lines, text fonts, and colors that blends with the backgrounddesign. Moreover, Outlook also allows you to use your own Fonts that will be used when composing a newmessage, when replying and forwarding messages and when composing and reading messages.

Creating a SignatureSignature allows you to include your names, office addresses, phone numbers, and even design your own tagline in every message they send.

Modifying Delivery OptionsDelivery options can also be managed to know if the message has been read or not and if the messages weredelivered. In this way, the sender will be notified if the recipient has received and read the message.

ContactsContact folder is used to store personal contacts with address which can be a home or an office address,multiple phone numbers, image, birthday, and many other information of a person. Contacts can also beused in communication such as addressing a meeting request, e-mail message, or task request.



Adding ContactOutlook separates all information of a person into a designated field to help you sort, group, and filter theinformation. The fields include name, job title, company, business, home, business fax, or mobile numbers,e-mail and web addresses.

Note that when filling any of the phone numbers for the first time, a dialog box appears asking for informationof modem or line that you will be using. Simply fill the text boxes just like shown below. The next time youwill add a number; this will no longer appear but can be edited from the Control Panel.

Here is an example of a Contact form filled with information.

Editing a ContactTo modify a certain contact, click the Contact from the Folder list and the list of contacts appears beside itjust like shown on the next page.



Double-click on the name of the contact to be edited to enable his form. The Full name button can beclicked for full information of the person. From the Check Full Name dialog box, choose a title for the personand click it. Enter his first, middle, and last name and if applicable, enter a suffix for the person. Click OKbutton when done to close the dialog box. Notice that all information filled from the dialog box will beviewed from the contact form.

On the File As list box, there are several forms the name is written to choose from. Image below shows theseveral forms. Simply click the drop-down list box and choose from the given list.

From the Phone numbers set of options, notice an arrow pointing down beside each button. Click this tochange the information of the phone number, wherein you can choose from assistant, business, business 2,callback, car, etc. and when certain information is clicked, then the button changes as to the chosen option.Say, Business button, click this and enable the dialog box which holds the complete information fields for a



phone number, the Check Phone Number dialog box appears. Select the country where the person is and fillthe area code, then the number and its local number if applicable. All this information then appears on hisform. Note that a local number is represented with “x”. Apply the same to other phone number option ifappropriate.

From the Addresses set of options, only two buttons are provided, the Business button and beside it is thearrow pointing downwards where you can choose from business, home, and other option. The businessrefers to the business address, home refers to home address, and other refers to any other addresses thecontact has. Say, choose the business option, the text box then allows you to enter the contact’s businessaddress. The option: This is the mailing address, is provided to know the contact’s mailing address. Simplycheck this option. However, though the business address is already used, the home address can also be used,choose this option and enter the home address from the text box provided. On the other hand, this does notmean that it replaces the business address. Simply click again the business option from the arrow drop-downto view it. By clicking the leftmost button that states whether business, home, or other, it allows you to entera complete address from street number to country. Below is the sample of Check Address dialog box.

Notice the right side of the form which includes the e-mail address, display as option, web page address, IMaddress, and a text box wherein you can include notes about the contact person. Notice a button almost atthe middle of the form; this is the Add Contact Picture button. Click this when desired to add an image of theperson. From the Add Contact Picture dialog box, browse on the directory where the picture is, point to itand click the Open button.

Notice the arrow pointing down beside the E-mail address option. Click it to enter up to three e-mailaddresses. Again, this does not mean that previous addresses entered will be deleted. On the other hand, theDisplay as option contains the chosen e-mail address just above it. However, this can be edited by replacingit by say his nickname. Just select the text and replace it with the desired display. From the webpageaddress, commonly, the web page of the person is entered here if any is available, if not, his company’s web



address will do.IM from the IM address stands for Instant Messaging which in common is the user’s

username.

After modifying the necessary information, click the Save and Close button, or press <CTRL + S> and thenpress <ESC> key. If <ESC> was accidentally pressed without saving, Outlook will still prompt you if thechanges will be saved. Choose Yes option to save the changes.

Customizing Contacts ViewNormally, the view of Contacts is like the one shown in editing a contact topic. Notice the letters liningdownwards on the rightmost of the window. When a letter is clicked, it selects a contact that starts with thatletter. Right-click on the space and this gives the user several options available to modify the current view ofcontact. Below are the available options when right-clicked.

Here are options that can modify the view of the Contacts.

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- This option sorts the contacts either ascending or in descending order.

- This option shows the empty fields of all contacts. Below is a sample of acontact that shows all the empty fields. Those with red lines are the empty fields (but this does notmean that Outlook also puts a red line on empty fields).

- This option occupies the whole space of the view. But notice the gray horizontal line,point to it and the mouse pointer will become a double-header arrow which states that this can bemoved either left or right.

- When this option is chosen, the Customize View: Address Cards dialog boxappears as shown below.



The Fields button allows you to arrange all desired fields to be shown in each contact, in short, all the optionsavailable on the drop-down buttons. Sort button, just like when right-clicked, arranges the contacts eitherascending or descending order. The Other Settings button allows you to modify the fonts in Contacts.

Finding a ContactSay that your contact is too many and hard to find a certain person or may have forgotten the nickname yougave to the person. To find a contact, click on the Type a contact to find textbox and enter the name on it,partial or full name will do, then press <ENTER> key. Choose Contact dialog box appears when there areseveral contacts that have the same first or last name. Choose the certain name and click the OK button.However, the arrow pointing downwards will also list the names entered on the textbox. Simply click thename to open his form and this somehow states that this form can be edited. Note that persons added onContacts are usually from the outside network.

Sorting ContactsSorting also has a lot of options. While on the Contacts, click on the View menu, point to Arranged byoption, point to Current View option and choose a desired arrangement of the contacts. Below are theoptions available on Current View.

Creating a Distribution ListA distribution list is a collection of contacts or grouping of contacts. An example scenario is when frequentlysending a message on a group of people. Normally, click the To button and select all the recipients. For aneasier job, create a distribution list that will contain these entire recipients. Aside from using the distributionlist in messaging, this can also be used in task requests, meeting requests, etc.

A distribution list in Contacts folder is identified with theicon and will not be available on otheraccounts not like the Global Address List which is a default on all account using Microsoft Exchange Server.Note that when sending a message and a distribution list is selected, the name of the list appears on the Totextbox and before the name is a plus (+) sign that states that there are individuals on it.



To create a distribution list, from the File menu, point to New, and click Distribution List and a blankdistribution list appears. From the Name tab, enter a name for the list in Name textbox. Click on the SelectMembers button. If the people to include in the distribution list are from inside the network, select the GlobalAddress List from the Show Names from the dropdown list. If the recipient is from the outside network,choose Contact. Hold-down the <SHIFT> key and click the names then click on the Members button. Thenames will be displayed on the form. Click the Save and Close button to save the list. Now, look at thecontact folder and there appears the distribution list just like the one shown below.

Activity

Creating a PST File

1. Open MS Outlook 2003.2. Access the File menu, point to New, and choose Outlook Data File. The New Outlook Data File

dialog box appears. Make sure that Office Outlook Personal Folders File (.pst) is selected from theNew Outlook Data File dialog box then click OK.

3. The Create or Open Outlook Data File dialog box then appears. Choose the 3 ½ Floppy drive fromthe Save in: list box. Be sure that your floppy disk is inserted.

4. Enter a name on the File name: text box. For this exercise, enter XXX_Archive (replace xxx with yourinitials) then click OK.

5. Enter the same name in the Create Microsoft Personal folders dialog box.


6. Enter a password on the Password text box and the same password on the Verify text box then clickOK. Make sure that the password you entered is easy to remember.

7. Personal Folders Password dialog box appears asking the password you have just entered. Click OK.Notice the folder was added on the left side of your screen.

8. Click on the plus sign beside the folder to explore the default folders of your archive.

Managing the Folders

1. The PST folder still selected, access the File menu, point to New and choose Folder. The Create NewFolder dialog box appears.

2. Enter My Instructor on the Name text box. Make sure that Mail and Post Items is selected on theFolder contains list box and the Archive folder you recently created is also selected from the Selectwhere to place the folder part. Click OK.

3. Now, look at the left side of your window. A folder My Instructor must be added.4. Now, create an Inbox folder on your PST.5. Now, move the My Instructor folder on the Inbox folder of your PST. Select the My Instructor

folder.6. Access the File menu, point to Folder, and choose Move “My Instructor”. The Move folder dialog

box appears.7. Click on the Inbox folder of your PST then click OK. Click on the plus sign beside the Inbox folder to

view the My Instructor folder.8. Delete My Instructor folder, repeat step 6 but this time, choose the Delete “My Instructor” folder.

Click OK.

Moving messages to a folder

1. Create another My Instructor folder on your Inbox folder in PST.2. Select all the messages that were sent to you by your instructor.

The Move Items dialog box3. Access the Edit menu and choose the Move to Folder command.appears.

4. Click on the My Instructor folder under the Inbox folder. Click OK.

Setting a Rule

1. Click a message of your instructor from the My Instructor folder.

The Rules and Alerts dialog box2. Access the Tools menu and choose Rules and Alerts option.appears.




3. Click on the New Rule button from the E-mail Rule tab. The Rule Wizard dialog appears.4. Choose the Start from a blank rule radio button and from Step 1, select the option: Check messageswhen they arrive. Click Next button.

5. From Step 1, click on from people or distribution list checkbox and on Step 2, click on people ordistribution list hyperlink. This will bring you on the Rule Address dialog box.

6. Select the name of your instructor and click OK. Notice that the name replaces the people ordistribution list hyperlink. Click the Next button.

7. Click on the option: move it to the specified folder on Step 1 and from Step 2, click the specifiedhyperlink. Click on the My Instructor folder and click OK then click the Next button.

8. Again click on the Next button to ignore exceptions. Enter the full name of your instructor on theStep 1 text box.

9. From step 2, check on the two text boxes then click the Finish button.

10. Going back on the E-mail Rules tab, click on the Apply button then OK. Notice that the message willbe automatically moved on the specified folder. Also, if there were messages to arrive from him, thiswill automatically be placed on the said folder.

11. Close the application.



Opening the PST File

You are to open MS Outlook application from other computer unit. Since, this is not your own PC, howwould you open your PST?

1. Open MS Outlook application.2. From the File menu, point to Open and choose Outlook Data File.3. Choose the directory on where the PST file is located and click the Open button.

INFO: A right-click on a folder or on a message gives you several options that you can do on the said folderor message. This is a shortcut instead of accessing the menus.

Modifying Message Formats

1. Access the Tools menu and choose Options.2. Click on the Mail Format tab.3. On the first set of options, Message Format, choose HTML from the Compose in this message format

list box.

4. Check on the Use Microsoft Office Word 2003 to edit e-mail messages if you want to access all theMS Word features such as thesaurus, in creating messages.

5. Click the Apply button when done.

Using Message Stationery

1. Access again the Tools menu and choose Options then switch to Mail Format tab.2. From the second set of options, click on the button. The Stationery Pickerdialog box then appears.

3. Choose Tech Tools stationery. A preview of the chosen stationery is displayed. Click OK.



Setting Default Fonts

1. Going back to the Options dialog box, click the button and the Fonts dialog box appears.

2.Set the desired fonts on the Message Fonts by clicking the button.3.4.5.

On the Stationery Fonts set from the Fonts dialog box, click on Always use my fonts then click OK.After all have been set, click the Apply button from the Options dialog box.Click OK.

Creating a Signature

1. Access again the Options dialog box from the Tools menu then switch to Mail Format tab.

2. From the third set of options, click on the button. The Create Signature dialog

box appears.3. Click on the New button to create a signature.4. From the Create New Signature dialog box, enter a name for the signature, say Formal.5. Click on the Start with a blank signature radio button then click the Next button.6. Click on the Font button to choose desired font, font style, and font size. Enter a name or a tag line

on the text box of the Edit Signature dialog box.7. Click OK. Going back to the Options dialog box, on the Signatures set of options, set the Signaturefor new messages and Signature for replies and forwards options to the signature that was just made.

Modifying Delivery Options

1. Still from the Options dialog box.

2. Access the Preferences tab and click the button.

3. Click on the button to access the Tracking Option dialog box.

4. Check all options that will help in tracking the messages.

5. Now send a short message to your instructor saying that you have complied on this exercise using theentire format that you did.

6. Close the whole application.

Managing the Mailbox

1. Open the MS Outlook application.2. From the Favorites Folders pane, click on the Unread mail folder.3. Access the Edit menu and choose Delete command.



4. Repeat steps 2 and 3 for the other folders and only the Inbox folder will remain. This way, you cansave spaces.

Creating a Contact

1. Click on the Contacts from the folder list. Access the File menu > New > Contact.2. Try to recover your messages from the previous laboratory exercises. There was an exercise wherein

it tells you to send a message to your classmate giving them your cell phone number.INFO: Note that those messages deleted from the Deleted Items folder can be recovered. Access yourDeleted folder. From the Tools menu, click on the Recover Deleted Items option. From its dialog box, click

on the message to be recovered then click on the Recover Selected Itemsbutton. This then recovers the

particular message and will be placed on the Deleted Items folder. Simply place it on your Inbox folder.

3. Note the cell number of your classmate. Access again the blank Contact form then enter the nameand the cell number of your classmate.

4. You may opt to email him/her or verbally ask him all information included in the Contact form.5. Aside from this first contact that you just created, create another two contacts. It may be from your

friends outside the network or from your family. Complete all the fields in the form if necessary. Youmust now have three contacts in this folder.

6. Now, create a distribution list. Access the File menu, point to New, and click Distribution List.7. Enter a name for the group in the Name field. Key in Personal.8. Click on the Select Members button and its dialog box appears.9. From the Show names from the drop-down box, click on Contacts and this will bring you the list of

persons on your Contact folder.

10. Hold-down the <CTRL> key then select the three names you created in your Contact then click onMembers button. Click OK.

11. From the Distribution List form, click the Save and Close button.12. Try if this list works. Create a new message. Click on the To: button.13. From the Show names from the drop-down box, choose Contacts.

14. Double-click on the icon, and then click OK. This must appear on the To field. Now,you may then conclude that you already have a distribution list and that you can send an email tothis group of people.

15. Close the Application.

laboratory exercise 10 – managing files and folders office productivity tools 2 laboratory...

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